Poor Customer Service and Complaint Management: 4 Tips for Business


We are moved by the idea to make the world of work more human - without constant pressure for efficiency, stress and fear. As Publisher Best of HR - Berufebilder.de® with podcast, eLearning-on-demand offers and news service we share 15 years of experience with our customers (Samsung, Otto, state institutions). By the Top20 female blogger and consultant Simone Janson, referenced in ARD, ZEIT, Wikipedia .
Copyright: Artwork by Dave Carroll.

Service-oriented should Company the customer is to be treated as a king. After all, companies should always keep in mind that the critical consumer will immediately migrate to the next provider. The reality in Germany unfortunately still looks different.


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Here writes for you: Simone Janson is a publisher, German Top20 blogger and HR communication consultant. Profile

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Customer complaint as Youtube hit

Overview

A few years ago, the following story went viral: The Canadian folk singer Dave Carroll flew with United Airlines to Nebraska and got his guitar at the airport pretty broken back. When United refused to pay, Carroll just made a song about it and uploaded it to YouTube. 5 million views and various reports on CNN and MSNBC later United wanted to pay then.

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Apart from the fact that the video shows very nicely how little squeamish airlines handle baggage, this musical complaint is a nice indication of what is possible in the social media age, when customers put up with creative, original ideas to defend can - to (Image) damage the company.

Complaint management - useful or not?

Overview

Most Company have complaint management departments that should absorb and somehow manage the displeasure of customers. But in case of emergency, when customers even complain publicly by video, most companies are not equipped and panic is all too often.

"I am an entrepreneur, the customers have good to buy and shut up." According to this motto, despite digitization and globalization in Germany apparently still many companies that have not yet understood, that the maxims of the new economy are different: namely To see customers as people who help to find mistakes and eliminate weak points - productive complaint management.

What happens to you as a customer

Overview

This happened to me recently, for example, when I recently complained to my telecommunications provider - one who has won an award for customer service. And not because of a triviality, but because they simply forgot contrary to my job, to quit my old provider and the contract had continued without my knowledge.

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When I now wanted to reimburse the double cost, I was initially fed with a standard letter, after which you could not reimburse the cost - and then followed the explanation why that was done. On my complaint that you have made a mistake in the telephone contract, was not received at all.

On a call from my side, I now received the information, I must complain in writing, by letter or fax and with signature. If I did not, I could just get the standard answer. That makes no sense to me at all and is pure customer chicanes.

That's how good customer service works

Overview

So I called now a bit more energetic, but not unfriendly, the self-employed hotline, a total of three attempts because I could not explain to the people right away that the DSL hotline could not help me.

Finally, I had a friendly colleague on the line who could settle the matter in five minutes to my satisfaction. And what did he fill in his form: The customer escalated! At my request, he told me sincerely that in the jargon of the company is just the expression when customers call several times and demand something more energetic your right. Great. Then I know now what this company thinks of its customer.

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4 tips for companies

Overview

But what can companies do concretely to improve their customer service? 4 tips.

1. Calculate budget for complaint management

Overview

But the problems are deeper: namely in the budget, which is granted for the complaint management. Dissatisfied customers simply cost money and would actually have to be calculated. Exactly that does not happen in many enterprises: budget for complaint management simply does not exist.

Unlike selling products where performance is clearly defined and the price is clearly defined, customer service and complaint management are services that, at first glance, do not appear to be open to the consumer at all and can quickly run to the limit.

2. Customer service included

Overview

Consultation example: Often, the questioner is not clear what the temporal scope of their simple question takes; An effort namely, in addition to the creation of a clear customer profile often includes lengthy research, you want to come as a consultant, finally, to a reasonable, serious statement.

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And customers are surprised when this simple information costs hourly rates of 80 Euro or more. Some are even offended because they can not and do not want to help out of sheer philanthropy.

3. Always stay calm when dealing with complaints

Overview

The jug goes to the well until it breaks: this statement applies in many cases to the complaint management of companies. Again and again I experience this as a customer: On innocent inquiries you suddenly and unexpectedly feel the whole frustration of the entrepreneur. And then I think every time: this is the way entrepreneurs should not react better.

Because: companies whose employees freak out on the hotline because the customer demands things that you can not afford at the price, has already lost. Because he only shows his helplessness to oppose the everywhere raging price war corresponding business concepts. In addition, the customer usually has no idea how high the equivalent of his claim. That, too, has to be communicated.

4. Clearly redirect services and service

Overview

It is better to outline its services, including service, from the outset in a clearer and more transparent manner so that the customer knows exactly what he can and can not get. Especially in the service sector, this is sometimes difficult. And even if you clearly communicate it to the customer, it is not clear if he understands it.

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In addition, you have to make it clear to the customer that, for example, you do not act out of pure philanthropy but out of entrepreneurial consideration. That is to say: for good performance there should also be good money. that also includes a good complaint management.

Conclusion: customer service means to act entrepreneurially

Overview

Even though entrepreneurial activity seems to have the negative connotation of pure selfishness for many, one should not wear this shoe:

Entrepreneurship is not bad and should contain social components as well - but that's another discussion.

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  1. Daniel

    People, do not let the companies sell you stupid, it's all about profit!

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